Employer: AECOM
Location: Haiti
Job Summary
The objective of the construction/document control manager is to assist the Deputy Chief of Party in the management and documentation of construction projects within the services of the Haiti Health Infrastructure Program.
The construction/document control manager is to be responsible for document control and retention of all project documentation throughout the full life cycle of projects assigned by the Deputy Chief of Party and ensures projects are completed and documented successfully from beginning to end (i.e. initiation, planning and designing, execution, monitoring and controlling, and completion of the project) aligning with AECOM’s strategy, goals, and vision for implementing the Haiti Health Infrastructure Program. Construction document controllers review, update, and maintain a filing system that supports efficient information management. For example, the controller can collaborate with information technology experts to develop a system that authorizes staff at different levels to access appropriate construction documents without going through the controller. This professional also sends and receives documents from external organizations, prepares and edits paperwork for contract agreements, and ensures all records-management activities adhere to institutional policies and legal regulations. Has thorough knowledge and understanding of construction management, construction field work, construction contracts, applicable codes/standards and best construction practices, scheduling and familiarity with materials, methods and processes of construction. Reads and interprets contract requirements, engineering drawings, and project schedules and ensure that team members understand their respective roles and responsibilities, coordinate technical activities, and meet technical deliverables. The position works under direct supervision, has the ability to supervise Field Engineers, performs routine daily activities and gathers and distributes information. The construction manager/document control manager performs periodic audits of field office documentation and provides periodic reports on compliance. The candidate must be a flexible and adaptable team-player, as well as have strong communication and client service skills. The construction manager/document control manager mentors and develops staff in the proper use of document control software and policies, providing leadership and an environment which encourages teamwork, initiative and growth.
Organizing Records
A construction document controller must have exceptional organizational skills to be effective in executing his day-to-day functions. For example, a document controller working in a residential construction project needs strong organizational skills to file and retrieve records of the building blueprint, building permits and contract agreement with ease. A construction document controller must also have good communication and interpersonal skills because s/he interacts with many people, from staff members to project inspectors to project designers.
Tasks:
Participates in the development and/or assistance of program workplans including design and construction schedules, analysis of baseline schedule and schedule updates, monitoring of schedule delays, tracking of progress in the field, tracking of contract changes, analysis of time extension requests, analysis of project phase changes, analysis of value engineering impacts and analysis of claims.
Assist the Chief of Party and Deputy Chief of Party in preparation of and document management of bidding/tender phase of project
Implement the CM manual during construction phase
Document control specialists store, manage and track company documents.
They scan, image, organize and maintain documents, adhering to the company's document lifecycle procedures, and they archive inactive records in accordance with the records retention schedule.
A large part of the job is to control the retrieval of documents. Document control specialists receive and process Requests for Information, or RFIs, from employees or clients and maintain the requests via tracking logs. As RFI procedures are updated, document control specialists create new templates. Sometimes they help project managers develop and maintain documents such as meeting minutes, drawings, specifications, approvals and related items.
Periodically, document control specialists might be responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery. They also assist with file migrations and audits, and perform administrative tasks as needed.
Conduct QA/QC audits - internal and external during construction phase
Audits daily inspection reports to assure that quantities are correct on audit daily inspection reports for completeness. Maintains current records of construction progress including inspection reports, testing reports, contractor progress payments, contract drawings, and other documents.
Reviews change order modification requests for entitlements for small to mid-sized projects.
Works independently on assigned duties. Assists with direction of program interns and entry-level staff. Employee receives general direction working from established policies and objectives.
Supervision of on-site Field Engineers.
Receive, review, forward and track status of submittals.
Initiate, prepare, review, track and distribute RFIs.
Assist in management of project permit process.
Change management systems, including soliciting, receiving, reviewing, and preparing quotations and change orders.
Track and maintain records of material deliveries.
Assist in preparation of monthly owner project status reports, as required.
Attend and/or leads project meetings, as directed by the Deputy Chief of Party and record meeting minutes.
Assist and/or complete project close-out.
Fluency in written and spoken English. Fluency in French will receive favorable consideration.
Field construction experience from a general contractor will also receive favorable consideration.
Experience in developing countries and/or managing the design and construction of medical facilities is considered a plus.
Deliverables:
Weekly construction status reports
Monthly construction status reports
QA/QC audit reports
Other reports as may be required by the Deputy Chief of Party
Minimum Requirements
Computer knowledge and efficiency, including Microsoft Office products
Working knowledge of Primavera and Microsoft Project
Broad understanding of the industry including basic understanding of all major trades and their means and methods for constructing work.
Strong written and verbal communication skills
Basic math skills commensurate with position
Functions effectively as part of a team
Dependability
Ability to maintain discretion and confidentiality at all times
Ability to understand and follow directions
Good time management skills and organizational skills
Ability to read drawings and specifications
Document control specialists should have the ability to prioritize, manage time well, multitask and troubleshoot. Strong interpersonal, communication and customer service skills are also essential because document control specialists regularly communicate with internal and external business partners.
Excellent time management skills to complete tasks within deadlines.
Bachelor’s Degree
5 to 10 years of construction industry experience
Preferred Qualifications
Bachelor’s Degree – Construction Management, Engineering or equivalent
3-5 years of Project Engineering experience in the field with a construction general contractor
2-3 years of building construction experience
What We Offer AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow.
AECOM is an equal opportunity employer and Minorities, Females, Veterans, and Disabled persons are encouraged to apply. For further information, please click here to view the EEO Is The Law poster.
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